Setting Up Your First AI Voice Agent: A Step-by-Step Guide

Ready to stop missing calls and start capturing more leads? Here's exactly what to expect when setting up your first AI voice agent, from initial consultation to going live.

What You'll Need Before You Start

• Your business phone number (or willingness to get a new one)
• List of common questions your customers ask
• Your calendar system (Google Calendar, Outlook, etc.)
• Basic understanding of your booking process

Step 1: Discovery Call (30 minutes)

We start with a conversation to understand your business:

• What services do you offer?
• What questions do callers typically ask?
• How do you currently handle appointments?
• What should happen with urgent calls?
• What tone/personality should the AI have?

Step 2: Script Development (1-2 days)

Based on the discovery call, we create conversation flows for your AI:

• Greeting: How the AI introduces itself
• Service inquiries: Answering questions about what you do
• Appointment booking: Capturing details and scheduling
• Emergency handling: Routing urgent calls to you
• FAQ responses: Answering common questions
• Closing: Professional call wrap-up

Step 3: Voice Selection

Choose the voice that represents your business:

• Male or female voice
• Australian accent (we always recommend local accents)
• Tone: Professional, friendly, casual, or warm
• Speaking pace: Standard or adjusted for your industry

Step 4: Integration Setup (1-2 days)

Connect the AI to your existing systems:

Calendar Integration

The AI checks your real-time availability before booking appointments. Supports Google Calendar, Outlook, Calendly, and most scheduling tools.

CRM Integration

Call details and new leads automatically saved to your CRM. No manual data entry required.

Phone System Setup

Either forward your existing number to the AI, or get a new number. Most businesses choose call forwarding so they keep their existing number.

Step 5: Testing Phase (1-2 days)

Before going live, we thoroughly test:

Step 6: Go Live!

Once testing is complete, we flip the switch:

• AI starts answering calls immediately
• You receive summaries of each call
• Appointments appear in your calendar automatically
• Urgent calls still come through to you directly

Step 7: Optimization (Ongoing)

After the first week, we review call recordings and refine:

• Add responses for questions we didn't anticipate
• Adjust tone based on customer feedback
• Optimize conversion rates
• Add new features as needed

Timeline Summary